Definitions:
Sine Delegates is a role that allows a Host to receive check-in (not invite) notifications on behalf of another Host. These notifications include emails and sms (if enabled). This is managed under the User Profile.
Sine Appointees is a role that allows another Host to receive the bounce back confirmation email in Sine invite creation. This is managed under the User Profile. A user would create an Appointee if they were using the [email protected] invitation creation process.
The Sine for Outlook add-in (available on large+ plans) is a Microsoft Outlook plug-in that enables Sine Hosts to create invites straight from their calendar events. The Sine for Outlook add-in can only support one (1) Host profile. It is not linked to the Outlook account that is logged in. A user can use a different Microsoft Outlook email address to their Sine Host account.
Outlook Delegates is a feature that allows Microsoft 365 and Exchange Server customers permission to act on behalf of another Microsoft user. Outlook Delegates is uniquely different from a shared calendar, because it enables the Delegate to access and manage the inbox and calendar of another.
What is best for me?
Here are a few common scenarios that can help you understand which of these tools is best for you.
Scenario #1: An executive assistant has complete oversight of their executive’s Outlook email and calendar as an Outlook Delegate. They are responsible for sending out meeting requests and managing their executive’s availability.
In this scenario, if the EA is an Outlook Delegate of their executive’s account, then there is no need to add the EA as an Appointee or Delegate in Sine. As an Outlook Delegate they have access to their executive's email and calendar to create an invite and manage updates. They will also have visibility of a visitor arrival when the check-in email is sent to their executive’s inbox.
If the EA would like to receive a text message of a visitor’s arrival, then there is a benefit to setting up the EA as a Sine Delegate. The EA will need to ensure their Host profile has a verified mobile phone number.
As an Outlook Delegate, the EA can create Sine invites by either using the [email protected] method or the Sine for Outlook Add-in. If the EA is creating invites on behalf of their executive, the easiest method is to use is the Sine for Outlook Add-in, however the EA will need access to their boss’ login credentials to ensure the Sine for Outlook Add-in is logged into their boss’ Host account. Remember, the Sine for Outlook Add-in has no concept of the Outlook account but runs off the Sine Host profile.
Otherwise, the EA can use the [email protected] method. Create the event on the executive's calendar. The Sine confirmation email will be sent to the executive’s inbox, which the Outlook Delegate has access to. Follow the steps in the Sine email to create the Sine invitation.
Scenario #2: An executive assistant has access to manage and edit a shared calendar but not the inbox. They are responsible for sending out meeting requests and managing their executive's availability. They are also responsible for collecting visitors on arrival.
In this scenario the EA would need to be set up as a Sine Delegate and has the option to be set up as a Sine Appointee.
If the EA is using Microsoft 365 or Exchange for Outlook, they have the option to install Sine for Outlook add-in which is the simplest method to create Sine invitations. The EA will not need to be set up as a Sine Appointee or have access to another’s inbox, so long as the EA can sign into Sine for Outlook under their executive's Host login.
If the EA is using Gmail, can’t access the Sine for Outlook add-in or uses another email provider, they have two options for creating Sine invites.
Option 1- Set up as a Sine Appointee for their executive, the EA will receive the Sine confirmation email when creating calendar events. The EA creates the event in their executive's calendar using the [email protected] method. The EA will then receive the bounce back email to confirm and create Sine invitations. Anytime the calendar event changes, the Appointee will again receive the email notification from Sine to confirm invitations. Note- both the original host and the appointee get these emails.
Option 2- The EA creates the event in their own calendar and invites their executive as a recipient along with [email protected]. The EA will receive the bounce back email to confirm the Sine invitation. When the EA clicks to confirm, the EA will have the option to Select a Host. The EA at this point of time can select the Host to be their executive. This means that all Sine invitations are created with the executive as the Host, but the calendar events are managed on the EA’s calendar. The benefit of selecting a different host is so the Sine invitation emailed to the visitor includes the correct person they are visiting and who they will be checking-in to see at site.